RDPWin

Reservations - Availability

Click here for a tutorial of Availability.

Overview

Availability allows the viewing of rooms available within particular groups.  There are four areas within Availability: the Navigation Panel with Options and Reports (not available when viewing Room Availability from the New Reservations form), the filtering area, the Grid in the blue mid-section, and the Grand Total area.  Date ranges can be entered in the filter area to allow viewing of any range between 1 and 100 days, groups can be viewed separately or by room type.  However, the Group and Room Type filters may not be used together.  These filters may not be saved, so they must be reentered each time.  Click here for assistance with Availability Configuration.

Denial Tracking

When a new reservation is closed without booking after viewing the Availability screen and Denial Tracking is enabled, the Denial Reason screen displays and requires entry before fully abandoning the reservation.  This assists the property in tracking denial information that might be due to room availability.

Dual Scroll Bar

For the purpose of viewing both the Availability grid and the Availability Grand Totals grid together, there is only one scroll bar.  It is synchronized to scroll both grids simultaneously. 

Filter Area

Block/Available and Available Only
These radio buttons allow the user to customize the display of block availability.  As a default, availability is displayed as Number-Of-Rooms-In-Block/Rooms-Remaining-In-Block (Block/Available).  For more detail on how these fields are displayed, see Availability below.  To view only the rooms available in a block, choose the Available Only option.  To view all availability information, choose the Block/Available option.
Days
This field represents how many days from the Starting Date are displayed and can hold a value of 1 - 100.  The number of days can be selected by using the arrows up/down or by manually entering the desired number into the box.  If the up/down arrows are held down, the numbers will move slowly for the first four choices, and then quickly to either 0 or 100, depending on the direction being traveled.
Display Availability Button
This button is the trigger to populate the grid once all the filters have been entered or selected.
Group
The Group field includes any and all groups set up at the reservation level such as tour groups and including 'House' which represents all availability outside of blocks.  This field is one of the two options to sort by within Availability.  Click on the down arrow or manually enter a name to select the appropriate group.  From the drop-down, available options are to choose one group or all.
Group Status
The Group Status field allows filtering by Group Confirmation Status (GCS).  Click on the down-arrow or manually enter to select the appropriate GCS.  A user may select one GCS or all.  These terms are selected and defined by the resort.  Some examples are Tentative, Verbal Definite, and Definite.
Previous and Next
The <Prev (Previous) and Next> buttons are tied into the 'Days' entry.  Once the filters have been entered and the detail reviewed, the user may wish to view the next block of days.  For example, after reviewing 30 days worth of data, the user may want to see the next 30 days based on the same criteria entered.  Clicking on Next will display this data easily.  The Previous button works the same way to call dates from before the Starting Date range.
Property
Each room type can be assigned an optional Property code.  As an example, the Property code can be used to distinguish between distinct buildings or sections of the entire property.  This filter allows either the entire property to be viewed (the "ALL" option) or just the distinct property codes.
Room Type
This field includes any and all room types in inventory.  This is one of the two options to sort by within Availability.  Click on the down-arrow or manually enter to select the appropriate room type.   From the drop-down, available options are to choose one group or all.

When the Use Custom Room Type Sequence from Table C2 on Availability Screen checkbox on the Reservations | Configuration | Availability tab, the Availability screen displays the room type by a custom sequence instead of alphanumeric order.  To configure the custom room type sequence, use RDP-DOS 090 to Update Table C2. For each room type, add or update the sequence number to the "Room Type Sequence-1" field. The numbers should range from 0000 to 9999, be right-justified, and zero filled to the left.  Samples are shown below:
1B - 0010
2B - 0020
3B - 0030
1BL - 0040
1BR - 0045
2BL - 0050
PH - 0060		 1B - 0010
1BL - 0015
1BR - 0020
2B - 0030
3B - 0040
2BL - 0035
PH - 0050
 PH - 0010
1BL - 0020
1BR - 0025
1B - 0030
2BL - 0040
2B - 0045
3B - 0050
Start Date
Click the drop-down arrow to display the calendar and click on the start date needed.  There are left and right arrows on the calendar to allow for choosing different months.  It is also possible to select the date by clicking on the month, date, or year and using the up/down arrows to scroll through choices.  Additionally, when the month is highlighted, use the number keys to select the month based on 1 - 12.  For instance, hit the '5' key to enter May or the '1' then '2' to enter December.  Should the '1' key be hit by mistake, when  '2' was wanted, it's necessary to hit the '2' key twice to select February.  The date and year can also be entered manually by clicking on the date or year to highlight a field and overwritten with any number entered from the keypad.  The day of the week is automatically filled based on the complete date entered.
Today
Should it be necessary to return to the current system date after viewing 'previous' or 'next' date groups, click the <<Today button.  The alternative would be to re-enter the starting date and click the Display Blocks again.

Room Availability

Filtered Display

The Room Availability screen shown here is filtered by the "House" Group. To display all groups, select All from the Group drop-down menu.

Availability
The numbers displayed below each Date are formatted as Number-Of-Rooms-In-Block/Rooms-Remaining-In-Block.  For instance, a block of 23 rooms with 11 remaining available rooms within the block displays as 23/11.  Any Block with zero availability is shown in gold.  For example, if 23 rooms have been confirmed within a Room Block of 23, the status will display 23/0.  An overbooked Block will show in red, such as 23/-2.  To set preferences, there are Block/Available and Available Only buttons on the screen.  Select Available Only to display only the number of rooms remaining in the block.  The overbooked block shown above would display as -2.  If no blocks exists for any particular date, the field will display as blank.
Column Headers
Once the filters have been chosen, click the Display Availability button to display the requested data in the grid.  Regardless of using the Group or Room Type filter, the column headers will offer the name of the Group, the GCS, the Room Type, Lock-Off (LO), and the dates based on the filter area entries.  The dates are displayed with the day of the week listed above them.  The columns may not be reordered or sorted.
Double-Click Menu
Double-Click on any record within a Room Block, and the Master Detail window (see below) will open to display the Group detail.  All fields in this window are protected.  To close the MasterDetail window, click on the close window button.  Users are not allowed to double-click on any row with Totals under the Room Type column.
Expand and Collapse Blocks
To display detail of a Room Block within a filter, click the (expand button) located on the far left of the grid.  To return the display to general information, click the (collapse button).  To see more reservation detail for a particular group, double-click anywhere on the Group.  To expand or collapse all items displayed in the Availability Grid, use the Right-Click menu.
Lock-Offs (LO)
Any Lock-Off rooms will display either an 'S' for Sub-Unit and 'M' for Master-Unit.  If the LO column is blank, the room is not a Lock-Off unit.  For the purpose of showing Totals by Room Type, only rooms with entries of 'S' or left blank are tallied.
Right-Click Menu
For right-click options in this module's grid, see Grid Right-Click Options.
Master Detail

Users can expand any group reservation in the Room Availability grid and double-click on an individual reservation with that group to review the Master Detail.  The Master Detail screen has two sections: the Contact Information (see bullet points below) located in the top half and the Tabs section that includes Group Information, Comments, and Notes.  All fields are displayed in read-only format ; however, Comments and Notes tabs can be edited from this screen.  Master Detail is only available with viewing an actual group reservation.  Master Detail is not available on "House" reservations.

For additional Grid information, please see Grid.

Room Availability Grand Totals

Grand totals and occupancy percentages for the entire property are presented in the Grand Totals grid.

For more detail, see http://www.resortdata.com/customers/Features/F000080.htm.

When configuration is set to Block/Available, the numbers under each date represent the property's Total Number of Rooms/Number of Rooms Available. When configuration is set to Available Only, the number under the date represents the total number of rooms available within the parameters. For example, if 21 rooms have been confirmed within a Room Block of 23, the status will display 23/2.

Dates displayed in the grids are specific based on the Start Date and Days entered at the top of the screen. As the <<Today, <Prev, and Next> options are accessed, the number of days displayed will always match the parameters. These columns may not be relocated or sorted.



Click these links for Frequently Asked Questions or Troubleshooting assistance.

Last Updated 09/18/2008

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